SECTION 7.1.2 - MAINTAIN SYSTEM DEFAULTS

HiFinance 4

SECTION 7.1.2 - MAINTAIN SYSTEM DEFAULTS

USAGE: To set or change the SYSTEM OPTIONS in the master control file. Changes made here are global to all users on the system, although users may not see the changes until they log-off and back on again.

DISCUSSION: This utility function in HiFinance is very important. There is more discussion of its usage in SECTION 0 - GETTING STARTED. Most of the options that personalise your system are set here. HiFinance is a very flexible accounting system, but before you can use it to its full potential in your company, HiFinance must be told what you want it to do. Usually, this function is restricted to persons responsible for the overall maintenance of your installation.

There are too many options to fit on one screen, so when you finish with one page you will be transferred to the next page. <PageUp> and <PageDn> can be used to move between pages. Please remember that if you press <ESC> at any point you will leave this program without changing the control file. To actually save the changes, move to the last page where <F10> will allow you to end and update.

In each case, an answer must be placed the box on the right-hand-side of the screen. If an invalid answer is given, the screen will show this when you try to exit to the next screen.

All options on these screens can be changed at any time. If you are setting-up HiFinance for the first time, you may not be sure of how to answer some of the questions. Don't worry. You can return to this, or any other Utilities screen and change your answers tomorrow, or next week, or when ever it is necessary. If you have any problems with these options, leave them and try to put through a few transactions. Then, if there is something that you do not like, or do not need, return to the SYSTEM DEFAULTS function to rectify the problem. If you still have problems, contact your dealer.

Once the program has loaded into the computer’s memory the first page of questions will appear. Most of questions are self-explanatory, but a detailed explanation for each one follows:

ASK LINE DESCRIPTION IN INVOICING/PURCHASING? .. (Y+/N-) [ ]

Every Inventory item and General Ledger account has its own description. If you wish to always use these descriptions when invoicing, enter N here. If you enter Y, HiFinance will allow you to enter a description on every line.

ASK INVOICE / CREDIT NOTE NUMBER? .............. (Y+/N-) [ ]

This option controls the reference number field in Invoicing. When you start an Invoice or Credit-note, HiFinance will add one to the last invoice number used and offer this as the next reference number. If you enter Y here, you will be able to change this reference number. In this case HiFinance will make no effort to check that you have missed or duplicated a reference number. This option is mainly for those companies that post-invoice, ie they enter invoices into HiFinance from manual dockets.

If you choose N, HiFinance will not give you the choice to modify the reference number. The number will still appear near the top right-hand corner of the screen while the Invoice/Credit-note is being entered. When you finally choose to update the transaction, HiFinance will check the master-files to see if no one else on the network has used this number. If so, the reference number will automatically be updated to make sure that no duplicate invoice numbers are generated by the system. If HiFinance changes the number, a warning to this effect will be displayed. This warning is for those companies who manually write the invoice number on order documents.

Hint: If you run multi-terminal and you potentially have more than one terminal invoicing, you should normally set this option to N. If you wish to reset the running number, set the option to Y, enter one Invoice and then change it back to N. Make sure that no one else is invoicing while you do this.

ASK INVOICE / CREDIT-NOTE DATE? ................ (Y+/N-) [ ]

This option controls the date field in Invoicing and Credit-notes. In each case, HiFinance will offer the current date. If you enter Y here, you will be able to change the date at Invoice time.

ASK INVOICE / CREDIT-NOTE SALESMAN? ............ (Y+/N-) [.]

This option controls the Salesman number field in Invoicing and Credit-notes. In each case, HiFinance will default to the usual Salesman (as defined on the Debtor’s record). If you have entered a value into DEFAULT SALESMAN DURING INVOICING (see below), the Salesman will default to this value rather than the entry in Debtors. If you enter Y here, you will be able to change the Salesman at invoice time. If you enter N here, the Salesman will always be the one defined in the Debtor’s record. If you do not use Salesman numbers, you may safely set this option to N.

ASK OVERALL DISCOUNT? .......................... (Y+/N-) [.]

If you wish to enter a discount that will apply to the whole Invoice, choose Y. This information will be asked at the beginning of the invoice. (See also - Line Discount, below.) This option also affects Credit-notes and Sales Orders.

ASK LINE DISCOUNT? ............................. (Y+/N-) [.]

If you wish to enter a discount that will apply to each line of Invoice, choose Y. In this case, you will be required to enter the extra field on each Inventory line. If you have chosen to enable both Line and Overall Discounts, HiFinance can automatically, geometrically add these and apply a composite discount to each line. This option also affects Credit-notes and Sales Orders.

PRIMARY TRANSACTION TYPE IN INVOICING? ......... (I/G/J) [.]

Normally, HiFinance will ask for an Inventory code (I). If you wish to enter a General Ledger line instead, you need to press a function key. If you mostly enter General Ledger lines (ie services) it is more convenient to be asked for the General Ledger by default and the to be able to choose an Inventory code by pressing a function key. If you wish to do this, choose G. This option also affects Credit-notes and Sales Orders. If you are using the Job Costing system, you can also answer to J so that posting to Jobs is the default.

UNIT SALES ONLY? ............................. (Y+/N-/A) [ ]

This option controls the initial value of the units sold field during Invoicing. Choose N to have the unit sold field default to zero. Choose A to default the field to 1. If you choose Y, HiFinance will always sell one unit per line. This option also affects Credit-notes and Sales Orders.

DEFAULT RECEIPT TYPE? ............................ (A-Z) [ ]

When you enter a single receipt, you are required to enter the payment type, eg C for Cash, etc. HiFinance will pre-load this field with what ever you enter here. Normally this is set to Q for Cheques.

DEFAULT DEPOSIT SLIP RECEIPT TYPE? ............... (A-Z) [ ]

When you enter multiple receipts from your deposit slip, you are required to enter the payment type, eg C for cash, etc. HiFinance will pre-load this field with what ever you enter here. Normally this is set to S for Statements.

DEFAULT UNALLOCATED TRANSACTION SEARCH (DR)? . (Y+/N-/A) [ ]

When you display Debtor transactions, you can apply a mask that will only display transactions that have not been fully allocated, eg unpaid invoices. If you choose Y here, HiFinance will simply enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default response to this question can be set here. If you enter a Y or N, that will be the default. If you enter A, the default will be blank, which will force a response each time you enter the enquiry program.

LIMIT GL TO ASSET/REVENUE ACCS IN INVOICING? ... (Y+/N-) [ ]

In Invoicing, if you wish to stop accidental postings to General Ledger accounts other than Asset and Revenue types, choose Y here. HiFinance will automatically block postings to special control accounts and heading accounts.

SHOW CONSOLIDATED BALANCE IN INVOICING? ........ (Y+/N-) [.]

This option only has an effect if you use the Bill-to function. Normally, each account will show its true balance. Because of this, the balance of a subsidiary account will always show as zero. To have the Invoice program show the outstanding balance of the whole Debtor’s account, choose Y. This option also has an effect during Invoicing and Sales Orders. If you choose to show consolidated balances, the credit limit calculations will look for the main account’s balance and transactions. Otherwise, each sub-account can have their own credit-limit. Days overdue limits are similarly either set sub-Debtor by sub-Debtor, or the subsidiary accounts can inherit the main Debtor’s attributes.

ASK FREIGHT CHARGEABLE IN INVOICING? ........... (Y+/N-) [.]

If you wish HiFinance to ask for freight separately during invoicing, choose Y. Freight entered this way will be separately totalled on the invoice and certain transaction reports.

ASK FOR DELIVERY ADDRESS IN INVOICING? ......... (Y+/N-) [ ]

You may attach a delivery address to each Debtor. This prints on the invoice. If you wish to be able to change this address at invoice time, choose Y.

ASK FOR DELIVERY INSTRUCTIONS IN INVOICING? .... (Y+/N-) [ ]

You may attach delivery instructions to each Debtor record. This prints on the invoice. If you wish to be able to change this address at invoice time, choose Y.

ASK FOR CARRIER IN INVOICING? .................. (Y+/N-) [ ]

If you wish to enter a carrier name (which will print on the invoice), choose Y.

ASK FOR SALESMAN COMMISSION IN INVOICING? ...... (Y+/N-) [ ]

Each Salesman has a commission rate, which can be defined in SYSTEM UTILITIES. If you wish to be able to override this default rate at invoice time, choose Y.

SIMULATE BALANCE FORWARD STATEMENTS? ........... (Y+/N-) [ ]

HiFinance is a strictly Open Item accounting system. This means that the basic posting object is the transaction. By comparison, Balance Forward systems post to a balance. Fully Open Item Statements only print outstanding transactions, whereas Balance Forward Statements print the opening balance and current transactions, irrespective of payment. Previous versions of HiFinance have offered the choice of Balance Forward. For backward compatibility, HiFinance 4 has the option to simulate this style. We stress that this is a simulation, because HiFinance 4 always posts in an Open Item fashion to the 27 accounting periods defined in the Calendar. By enabling this option, you will force (and therefore not be asked later) the option to print previous balances as a total, and the option to print all current transactions in full. Unlike the Open Item option, the Balance Forward simulation will only work if you print statements at the actual end of month, before posting any new receipts.

SUPPRESS REPRINT WHEN PRINTING STATEMENTS? ..... (Y+/N-) [ ]

Most statement formats automatically stop after the first statement printed and ask if you wish to reprint. This facility allows you to line-up the paper. It is mainly appropriate for continuous forms. If you are printing to a laser printer or via faxes or emails, reprinting the first statement is redundant. To turn off the facility, enter Y here.

SEARCH DEBTORS BY CODE OR NAME? .................. (C/N) [ ]

When you search for a Debtor, eg through DEBTOR ENQUIRIES, you have the choice to display the search in either Debtor Code or Debtor Name order. Enter C or N, respectively, to set the search order.

SKIP DORMANT DEBTORS IN SEARCHES? .............. (Y+/N-) [ ]

If you set the option to Y, dormant debtors will be excluded from searches (<F9>). Then the only way to get to a Dormant Debtor will be by direct hit in enquiries, etc.

PRINT COMPANY DETAILS ON INVOICES? ............. (Y+/N-) [ ]

Standard HiFinance invoice stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.

PRINT COMPANY DETAILS ON SALES ORDERS? ......... (Y+/N-) [ ]

PRINT COMPANY DETAILS ON STATEMENTS? ........... (Y+/N-) [ ]

Standard HiFinance statement stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.

DISPLAY SALESMAN DETAILS DURING INVOICING? ..... (Y+/N-) [ ]

To save screen space, HiFinance normally does not display the Salesman’s details on the screen, after it has been defined. Indeed, if you choose not to be asked for the Salesman during invoicing (see above) you will not have any indication of who the actual Salesman is for this invoice. Usually this is not a problem, as the Salesman is defined in DEBTOR MAINTENANCE and does not need changing. If you choose Y, HiFinance will display the Salesman’s code and name under the Debtor’s name.

SHOW DISCOUNT AS A PERCENTAGE IN INVOICING? .... (Y+/N-) [ ]

Normally the HiFinance Invoice prints any discount as a value. If you would prefer to show the discount as a percentage instead, enter a Y here.

ALLOW BLANK TEXT LINES IN INVOICING? ........... (Y+/N-) [.]

Normally HiFinance stops you from accidentally entering a blank text line. Some companies specifically need to separate sections on an Invoice with blank lines. For these companies, the option to allow blank lines is enabled by entering Y here.

ASK TAX RATE DURING INVOICING? ................. (Y+/N-) [.]

If you answer N here, HiFinance will apply the tax rate as it appears in the Inventory Master-file. If, instead, you need to change the rate for each invoice, answer Y.

ASK TAX BASIS DURING INVOICING? ................ (Y+/N-) [ ]

If you answer N here, HiFinance will apply the tax basis as it appears in the Inventory Master-file. If, instead, you need to change the value for each invoice, answer Y.

COMPUTE DAYS CREDIT ON PERIOD BASIS? ......... (Y+/N-/A) [.]

Normally in Invoicing and Sales Orders, if you the Debtor has a “days credit”, HiFinance computes the over-credit limit by subtracting the first outstanding debit transaction from today’s date. If you enter Y here, HiFinance will compute the days credit by going to the end of the period in which the first outstanding debit is in, and then subtracting that from today’s date. This is for sites that offer credit terms such as “14 days from statement”. (The assumption is that the statement is printed at the end of the month.) If you enter A, control is shifted to the same question as it appears on the Debtor. This allows you to control the function Debtor by Debtor. A Y or N makes the question on the Debtor, irrelevant.

ASK PAYMENT COMMENT LINE IN INVOICE PRINT? ..... (Y+/N-) [ ]

COMPANY DETAILS (See SECTION 7.1.1) allows you to enter two lines of comments, which usually refer to the terms of payment. If you change these details with each invoice, you can have HiFinance prompt you for the fields each time an invoice is printed.

MANUAL COST-OF-SALES CALCULATION? .............. (Y+/N-) [ ]

HiFinance automatically computes the cost-of-sales for each Inventory line billed on an Invoice. The method of calculation is dictated by another flag, see below but you can also manually override the result by answering Y here. In this case, HiFinance will still compute the cost-of-sales but it will then stop, display the value and allow you to replace it with a manual value.

FORCE MANUAL COST-OF-SALES TO BE NON-ZERO? ..... (Y+/N-) [ ]

This option only has an effect if you have chosen to enable the Manual Cost-of-Sales option, above. It tells HiFinance to force the Cost-of-Sales to be non-zero on any line that asks for it. This option can also be used in conjunction with the Cost-of-Sales calculation method. If you set this to 7, HiFinance will always present a zero Cost-of-Sales and then force you to enter a value.

ASK UNIT COST-OF-SALES IN INVOICING? ........... (Y+/N-) [ ]

This option is only relevant if you have chosen the Manual Cost-of-Sales option, above. If you answer N, HiFinance will compute the Cost-of-Sales in total and allow you to enter an overriding value. If you answer Y, HiFinance will present the unit Cost-of-sales (unextended). You must then enter the new value (per unit) and HiFinance will extend it for you.

SUPPRESS LAST-PURCHASE-PRICE DISPLAY? ........ (Y+/N-/A) [ ]

This option is overridden by the previous option. Normally, If you choose not to enter a manual cost-of-sales, HiFinance displays the last-purchase-price in the spare space. This is often a useful piece of information that allows you to compare the price you are selling the stock for with the price you last purchased it for. If you would prefer not to display the field, answer Y here. If you enter an A here, the function will be controlled by a similar question in the user defaults as setup in PASSWORDS. (See SECTION 7.1.4.)

PRINT DEBTOR'S BALANCE ON INVOICE? ........... (Y+/N-/A) [ ]

It is possible to have the invoice print a total outstanding balance. This is useful quick reminder to the Debtor that they owe other monies. You can set this option to, always print (Y), never print (N) or ask you each time an invoice is printed (A). If you choose A, the default answer (during invoicing) will be N if there is no other outstandings, or Y if there are.

SUPPRESS TRAILING ZEROS IN INVOICE PRINT? ...... (Y+/N-) [ ]

This option specifically refers to the units sold field on the invoice. Normally, HiFinance prints this field to 3 decimal points. If you sell mostly unit sales, you can set this option to Y and HiFinance will automatically truncate the field after and including the last zero digit after the decimal point. Eg. 1.000 will print printed as 1, 1.500 will be printed as 1.5.

SUPPRESS DOLLAR EXTENTIONS IN INVOICE PRINT? . (Y+/N-/A) [ ]

If you choose Y here, the invoice will not print the line totals on the invoice. This is useful if you invoice component goods and you do not wish to show the make-up of pricing, just the total.

INCLUDE TAX IN UNIT PRICE IN INVOICE PRINT? .. (Y+/N-/A) [ ]

This option is mainly used in the old Sales-Tax regime. If you choose Y here, the unit price will include the tax value. This is useful if you wholesale and retail. In this case, you will probably compute your tax on the wholesale price. This allows a Client who pays retail to compute your wholesale price. If you wish to hide this information choose Y.

INCLUDE TAX IN EXTENSIONS IN INVOICE PRINT? .. (Y+/N-/A) [ ]

If you choose Y here, the extended price will include the tax value. If not, it will show the pre-tax value. For retail sales, it is preferable to have this option turned on. If you wish to be asked this question on every invoice print, enter A here.

LINK RECEIPTING FROM INVOICE PROGRAM? .......... (Y+/N-) [ ]

If you invoice “over the counter”, you will probably wish to receipt monies straight after invoicing. This option allows you to do this, bypassing the menu programs.

DEFAULT ANSWER TO LINK RECEIPTING QUESTION? .... (Y+/N-) [ ]

If you have chosen Y to the above question, you can further choose if you wish HiFinance to default the answer (in Invoicing) to a Y, N or blank. (Answer Y, N or A, respectively.) If you have not chosen to link receipting from invoicing, this question is irrelevant.

ASK FOR PRINTER DRIVER & PORT IN INVOICING? .... (Y+/N-) [ ]

Occasionally you may wish to print to alternate printers. If you need this facility, choose Y. Most installations will choose N. If you enable this option you will be asked for the printer port and driver every time you print an invoice.

MARK DUPLICATE INVOICES AND CREDIT-NOTES? ...... (Y+/N-) [ ]

HiFinance has the ability to reprint invoices. This is initiated from DEBTOR ENQUIRIES (see SECTION 1.2). If you wish to be able to distinguish invoices that were printed this way from invoices that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the word INVOICE (or CREDIT-NOTE).

USE PROFORMA INVOICES RATHER THAN SALES ORDERS? (Y+/N-) [ ]

If you use your Sales Orders as a pro-forma invoice, you can choose to have HiFinance display this on the menu and print it on the actual order print.

INSERT BLANK LINES IN DEBTOR AGED TRIAL BAL? ... (Y+/N-) [ ]

Normally, the Debtor Aged Trial Balance will print each Debtor on a single line followed by the next Debtor, etc. Some companies find it convenient to print the report with some space between the lines. This allows manual notes to be inserted on the printed report. If you enter Y to this option, HiFinance will triple space the report.

ALLOW LABELS TO BE PRINTED FROM DR ENQUIRIES? .. (Y+/N-) [ ]

If you wish to print labels from the DEBTOR ENQUIRY program, enter Y here. This will then display a function key allowing you to print. For more details, see SECTION 1.2. If you wish to print other than the default labels, you will need to also setup the special format.

PRINT DOCKETS FOR SUNDRY DEBTOR? ............... (Y+/N-) [ ]

If you have a docket printer and wish to have HiFinance automatically send cash sales to that printer, enter Y here. HiFinance will then automatically direct Invoices entered under the Debtor, SUNDRY, to that printer. The printer is normally a different printer to your Invoice printer and is setup independently in the LOCAL PRINTERS section. The format is the print is based on a 3” plain paper roll.

ASK FOR PAYMENT DETAILS FOR SUNDRY DEBTOR? ..... (Y+/N-) [ ]

If you enable this option, when you enter an Invoice for the Sundry Debtor, you will be asked to supply a transaction type. If this type is a cash type (normally C), you will also be asked to enter an amount tendered, and HiFinance will display the value of any change to be returned to the Customer. This facility also writes entries to the Bank Deposit Slip, if this option is enabled.

SIMPLIFIED SUNDRY DEBTOR INVOICE ENTRY? ........ (Y+/N-) [ ]

If you enable this option, HiFinance will automatically turn the options to ask for the invoice date, the inventory description and manual cost-of-sales, off, in Invoicing and Credit-notes, for the Sundry Debtor, only. This does not affect the relevant options for other Debtors. This option simplifies invoicing for Sundry Debtors without compromising the functionality for corporate Debtors. No other program functions are affected.

ROUND SUNDRY INVOICES TO NEAREST 5 CENTS? ...... (Y+/N-) [ ]

If you enable this option, HiFinance will automatically round Sundry Invoices (and Credit-notes) to the nearest 5 cents. The difference is printed on the invoice and posted to Discounts in the General Ledger. This option is most useful for POS Sundry sales that are mostly in cash. The rounding will not affect orders but are recomputed when orders are converted to invoices.

AUTO COMPUTE 10% GST IN INVOICING? ............. (Y+/N-) [ ]

This facility is basically for retailers who price everything including GST. If you enter Y here, HiFinance will ignore all tax tables and just assume that every price you enter is inclusive of 10% GST. It will then take 1/11^th off every line (including freight and any G/L postings) and post the invoice appropriately. You cannot use this option if you have a mixture of GST and non-GST items to sell. Also, this option forces certain other options to be effectively set.

CHECK IF SUB-ACCOUNTS EXIST WHEN INVOICING? .... (Y+/N-) [ ]

This option is only relevant for companies that use the Bill-to facility. This facility allows you to create sub-debtors whose purchases are paid by the head office. Sometimes the head office can purchase from you and sometimes they cannot. If you wish HiFinance to warn you that you are invoicing a head office, enter Y here. Note this will only produce a warning. You can still continue with the invoice but it can sometimes stop the accidental billing if a head office when you really should have billed the sub-debtor.

ALLOW PERMANENT PRICE CHANGES IN INVOICING? .... (Y+/N-) [ ]

This option is primarily for POS (Point-of-Sale) users. The option allows you to use the Invoice program to update pricing. If you enter Y here, HiFinance will test if you have changed a price while entering an Invoice. If so, you will be asked if you wish to make this change permanent. If you answer Y, the new price will be written back to the Inventory master-record, as the Invoice is updated. This saves you the bother of having to enter the Inventory Modify program to change prices. Care should be used when using this option because anyone who can enter an invoice, can change prices. If you are using multiple pricing structures, the Debtor’s price code will be used to choose which price is rewritten.

STORE DEBTOR'S BANK DEPOSIT DETAILS? ........... (Y+/N-) [ ]

If you enter a Y here, HiFinance will store (in the notes file) the details of the bank deposit entry. This consists of the Bank Name, the Branch and the Drawer. This is particularly useful when you receive cheques, often, from the same small set of customers. There is an overhead of space and a slight overhead of time when processing across networks. If you choose N, HiFinance will not store the information but will still default the Drawer to the name of the Debtor.

SUPPRESS DEBTOR BALANCES WHEN INVOICING? ....... (Y+/N-) [ ]

This option is mainly used for Point-of-Sale (POS) installations. Normally HiFinance will display the Debtor’s balance in the top right hand corner of the invoicing screen. This may not be desirable as it shows the takings for the day, especially for the “Sundry” Debtor. If you enter Y here, the balances will not be displayed. This function also controls Credit-Notes and Sales-Orders. Setting this option does not suppress any checks for credit limits.

SUPPRESS REPRINT DURING DEBTOR INVOICING? ...... (Y+/N-) [ ]

This option that allows you to suppress the reprint question in invoicing. This is useful when you have laser printer invoice output because you generally know that the print will be OK. Removing the reprint question can speedup invoicing. This option does not stop you from reprinting an invoice through enquiries.

DEFAULT ACTIVE SALES ORDERS SEARCH? .......... (Y+/N-/A) [ ]

When you display Debtor Sales Orders, you can apply a mask that will only display transactions that have not been fully invoiced, ie active orders. If you choose Y here, HiFinance will simply enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default response to this question can be set here. If you enter Y or N, that will be the default. If you enter A, the default will be blank, which will force a response each time you enter the enquiry program. Note that when converting Orders to Invoices, only the active Orders will be displayed. Your response to this masking question does not affect Invoicing.

VERIFY LINES DURING SALES ORDER CONVERSION? .. (Y+/N-/A) [ ]

When you convert a Sales Order to an Invoice, you have the option to have HiFinance either a) load the whole order and then you can go back and adjust specific lines, or b) display each line one-by-one and have you verify the entry. Which option you choose depends on your company’s requirements. If, for instance, you generally deliver the whole order, choose N. If you generally deliver only some order lines and back-order the rest, choose Y. If you have a mixture of requirements and wish to manually choose the load method at the start of each Order conversion, choose A.

BATCH UNPRINTED INVOICES? .................... (Y+/N-/A) [ ]

If you wish to batch print Invoices, you must either reply Y or A to this question. If you reply Y, HiFinance will automatically send, to a special file, a record of any Invoice you have chosen not to print. You may then batch-print the unprinted orders from the BATCH PRINTING menu, see SECTION 1.3.8. If you choose A, HiFinance will ask you if you wish to send the Invoice to batch printing after every Invoice has been processed (if you choose not to print it straight away).

BATCH UNPRINTED SALES ORDERS? ................ (Y+/N-/A) [ ]

If you wish to batch print Sales Orders, you must either reply Y or A to this question. If you reply Y, HiFinance will automatically send, to a special file, a record of any Sales Order you have chosen not to print. You may then batch-print the unprinted orders from the BATCH PRINTING menu, see SECTION 1.3.8. If you choose A, HiFinance will ask you if you wish to send the order to batch printing after every order has been processed (if you choose not to print it straight away).

MARK DUPLICATE SALES ORDERS? ................... (Y+/N-) [ ]

HiFinance has the ability to reprint Sales Orders. This is initiated from DEBTOR ENQUIRIES (see SECTION 1.2). If you wish to be able to distinguish Sales orders that were printed this way from Sales Orders that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the words SALES ORDER.

USE CURRENT PRICES IN ORDER CONVERSION? ........ (Y+/N-) [ ]

There are certain industries where prices change often. If your contract with your customers allows it, you can have HiFinance automatically use the current price for inventory when an order is converted to an invoice. Otherwise the price is maintained, as it was, when the order was raised. This function will only compute the price based on the price code as stored on the Debtor. Special pricing is ignored.

ALLOW NEGATIVE QUANTITY PURCHASED? ............. (Y+/N-) [ ]

This option allows you to enter a negative quantity purchased for an inventory line in Debtor Sales Orders. This is a specialised function and is rarely used. It is normally set to N.

ASK SALES-ORDER NUMBER? ........................ (Y+/N-) [ ]

This option controls the reference number field in Debtor Sales Orders. When you start an Order, HiFinance will add one to the last OUR ORDER NUMBER used and offer this as the next reference number. If you enter Y here, you will be able to change this reference number. In this case HiFinance will make no effort to check that you have missed or duplicated a reference number. This option is mainly for those companies that post-invoice, i.e. they enter orders into HiFinance from manual dockets.

If you choose N, HiFinance will not give you the choice to modify the reference number. The number will still appear near the top right-hand corner of the screen while the Order is being entered. When you finally choose to update the transaction, HiFinance will check the master-files to see if no one else on the network has used this number. If so, the reference number will automatically be updated to make sure that no duplicate numbers are generated by the system. If HiFinance changes the number, a warning to this effect will be displayed. This warning is for those companies who manually write the order number on order documents.

FORCE COD AS AN ERROR IN SALES ORDERS? ........... (Y/N) [ ]

When entering a Sales Order, a Debtor that is over their credit limit or on COD, is normally treated as a warning. (The error normally waiting until you attempt to Invoice the Order.) Sometimes this creates a large number of orders that cannot be sent out. If you find that this is the case, enter Y here and these two warning conditions will become error conditions, requiring Supervisor Override before the order may be entered. This option only checks once when the order starts. Also, it does not check if there are any existing unfilled order that might, when added to the Debtor’s balance, throw the total over the Debtor’s credit limit. If you want that to be tested, also, enable the option CHECK IF SALES ORDER EXCEEDS CREDIT LIMITS, below, instead.

ENABLE AUTO EXTRA LINES ON ORDERS? ............... (Y/N) [ ]

If you enable this option, several menu options will be enabled. Firstly, in SYSTEM UTILITIES, you will be able to define up to 8 Inventory codes that will be used with the function. Next you can enable or disable ranges if Debtors to use these codes. Finally, any Debtor that is enabled will automatically have the tagged Inventory codes added (always a quantity of one) to the end of the next Sales Order or Picking Slip you print. When you print the Order, the flag on the Debtor will be reset so that it only happens once. The result of this sequence is to allow HiFinance to automatically attach items to the end of orders. (Remember that the quantity is always one and the sale price is always zero.) This function is used for brochures, price-lists, freebies, etc that need to be packed into customers’ orders, but only once per cycle. Thus you can define a price-list Inventory code and enable it for a group of Debtors and they will each get one added to their order, once. Next time you update the price-list, you can re-enable the flag. This function only affects the Sales Order (or Picking Slip) print. It does not add to the actual order or invoice. You can also enable a specific Debtor via DEBTOR MAINTENANCE - MODIFY.

CHECK IF SALES ORDER EXCEEDS CREDIT LIMITS? .... (Y+/N-) [ ]

This option is specifically for sites that need tight control over orders. (See also, FORCE COD AS AN ERROR IN SALES ORDERS, above.) This option will potentially slow down the start of an order entry sequence. The option causes HiFinance to test the Debtor’s balance and all outstanding Sales Orders for the entire group (main Debtor and any sub-Debtors) and specifically treats an over credit limit condition as an error (not a warning). Note that this will mean that if a Debtor has an outstanding Order or Invoice, the HiFinance will force a Supervisor Override, even if a payment is on the way, but has not been actually entered.

SEARCH CREDITORS BY CODE OR NAME? ................ (C/N) [ ]

When you search for a Creditor, eg through CREDITOR ENQUIRIES, you have the choice to display the search in either Creditor Code or Creditor Name order. Enter C or N, respectively, to set the search order.

ASK LINE DESCRIPTION IN PURCHASE / RETURNS? .... (Y+/N-) [ ]

Every Inventory item and General Ledger account has its own description. If you wish to always use these descriptions when purchasing, enter N here. If you enter Y, HiFinance will allow you to enter a description on every line.

ASK PURCHASE / RETURN NUMBER? .................. (Y+/N-) [ ]

This option controls the reference number field in purchasing. In each case, HiFinance will add 1 to the last purchase number used and offer this as the next purchase number. If you enter Y here, you will be able to change the purchase number at purchase time.

ASK PURCHASE / RETURN DATE? .................... (Y+/N-) [ ]

This option controls the date field in purchasing. In each case, HiFinance will offer the current date. If you enter Y here, you will be able to change the date at purchase time.

ASK PURCHASE / RETURN DATE BY LINE? ............ (Y+/N-) [ ]

This field controls whether HiFinance will look for Purchase Order (and Return) dates on the Order header or on each line of the order. If you answer N to the previous question, the current question is not particularly relevant. If, however, you enable the order date to be entered, you can either choose to have an overall date for each order (i.e. reply N here) or you can require HiFinance to ask you for the date on each line (i.e. reply Y here). The latter option is slower but it allows you to enter an expected date on each order line. This is particularly useful if you normally get partial deliveries from your suppliers. In this case you can modify, and view, the expected delivery of each line. HiFinance will set the order header to the date on line one. If line one is a text line, the date will be the system (today’s) date. This allows compatibility with reports that only display one date per order. For reports and enquiry screens that show expected dates line-by-line, the individual dates will be shown, instead.

ASK SHIPMENT DATE IN PURCHASE ORDERS? .......... (Y+/N-) [ ]

This option controls whether you will be asked for a Shipment Date when entering Purchase Orders. This date is printed on certain Purchase Order formats, usually in place of the Carrier Name. Apart from this, the field is purely documentary, except that it can be used as a prompt for you Supplier to remind them of when you expect the goods to shipped so that they will arrive on the expected delivery date.

DEFAULT PAYMENT TYPE? ............................ (A-Z) [ ]

PRIMARY TRANSACTION TYPE IN PURCHASING? ........ (I/G/J [ ]

Normally, HiFinance will ask for an Inventory code (I). If you wish to enter a General Ledger line instead, you need to press a function key. If you mostly enter General Ledger lines (ie services) it is more convenient to be asked for the General Ledger by default and the to be able to choose an Inventory code by pressing a function key. If you wish to do this, choose G. This option also affects Returns and Purchase Orders. If you are using the Job Costing system, you can also answer to J so that posting to Jobs is the default.

ASK FREIGHT PAYABLE IN PURCHASING? ............. (Y+/N-) [ ]

If you wish HiFinance to ask for freight separately during purchasing, choose Y. Freight entered this way will be separately totalled on the purchase order and certain transaction reports.

CHECK FOR DUPLICATE THEIR-REF IN PURCHASING? ... (Y+/N-) [ ]

If you wish HiFinance check that the THEIR INVOICE number has not been used, during purchasing, choose Y. This adds to the disk reading and network overhead but may save you from entering a purchase in twice by accident.

LIMIT GL TO ASSET/EXPENSE ACCS IN PURCHASING? .. (Y+/N-) [ ]

In purchasing, if you wish to stop accidental postings to General Ledger accounts other than Asset and Expense types, choose Y here. HiFinance will automatically block postings to special control accounts and heading accounts.

DEFAULT UNALLOCATED TRANSACTION SEARCH (CR)? . (Y+/N-/A) [ ]

When you display Creditor transactions, you can apply a mask that will only display transactions that have not been fully allocated, eg unpaid purchases. If you choose Y here, HiFinance will simply enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default response to this question can be set here. If you enter a Y or N, that will be the default. If you enter A, the default will be blank, which will force a response each time you enter the enquiry program.

ASK FOR FOREIGN CURRENCY CONVERSION? ........... (Y+/N-) [ ]

This enables or disables a special function used by companies that import goods and wish to maintain a note of the expected price in a foreign currency. For further information, see SECTION 2.3.1.

BATCH UNPRINTED PURCHASE ORDERS? ............. (Y+/N-/A) [ ]

If you wish to batch print Purchase Orders, you must either reply Y or A to this question. If you reply Y, HiFinance will automatically send, to a special file, a record of any Purchase Order you have chosen not to print. Please note that this options is not currently implemented.

ASK FOR DELIVERY INSTRUCTIONS IN PURCH. ORDERS? (Y+/N-) [ ]

You may attach delivery instructions to Purchase Orders. If you wish to enable this option, choose Y.

MARK DUPLICATE PURCHASE ORDERS? ................ (Y+/N-) [ ]

HiFinance has the ability to reprint Purchase Orders. This is initiated from CREDITOR ENQUIRIES (see SECTION 2.2). If you wish to be able to distinguish Purchase orders that were printed this way from Purchase Orders that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the words PURCHASE ORDER.

VERIFY LINES DURING PURCH ORDER CONVERSION? .. (Y+/N-/A) [ ]

When you convert a Purchase Order to an Order, you have the option to have HiFinance either a) load the whole order and then you can go back and adjust specific lines, or b) display each line one-by-one and have you verify the entry. Which option you choose depends on your company’s requirements. If, for instance, you generally receive the whole order, choose N. If you generally receive order lines in dribs and drabs, choose Y. If you have a mixture of requirements and wish to manually choose the load method at the start of each Order conversion, choose A.

PRINT COMPANY DETAILS ON PURCHASE ORDERS? ...... (Y+/N-) [ ]

Standard HiFinance stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.

PRINT COMPANY DETAILS ON REMITTANCE ADVICES? ... (Y+/N-) [ ]

Standard HiFinance Remittance stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.

ALLOW CONSOLIDATED BATCH PAYMENTS? ............. (Y+/N-) [ ]

Normally, batch processing of cheques produces one cheque for each Creditor. There are some instances where a payment meant for several Creditors is to be paid as a single cheque to one payee. The payee does not necessarily have to be an actual Creditor. This is used in Buying Groups and Credit Co-ops. Note that this option only applies when you choose to print cheques. It has no affect in any other BATCH PAYMENTS options.

WARN IF CREDITOR HAS NO ABN? ................... (Y+/N-) [ ]

If you wish HiFinance to warn you that a Creditor no ABN (ie ABN of zero), enter Y here. This only affects Purchases and Returns.

ALLOW MULTIPLE ORDERS IN PURCHASING? ........... (Y+/N-) [ ]

If you enter Y here, HiFinance will allow you to enter multiple Purchase Orders when converting Purchase Orders to Orders (see SECTION 2.3.1). There are some limitations when doing this because certain information appears on each of the Orders (eg. ORDER NUMBER). HiFinance will take the values from the first order only. You should only enable this option if your suppliers part deliver on multiple orders. Otherwise enter N to simplify the entry procedure.

COST-OF-SALES CALCULATION METHOD? .................(1-7) [ ]

There are three basic ways cost-of-sales can be calculated:

1. Average-purchase-price
($Value-of-stock-on-hand / Units-in-stock)

2. Last-purchase-price

3. Standard-purchase-price.

HiFinance uses all three methods. You may choose the order of preference, ie you might wish to have the programs use the standard-unit-price in preference to the other methods, etc. All permutations of the three methods are available giving a total of 6 possibilities.

The order precedence of calculation method is shown below:

OPTION CALCULATION ORDER

1 3,1,2

2 3,2,1

3 2,1,3

4 2,3,1

5 1,3,2

6 1,2,3

By default, a newly installed system will be set to method 1. This means that the cost-of-sales will take the standard-purchase-price in preference to the other two methods. If the standard-purchase-price is zero, the program will attempt to compute a cost-of-sales based on the average-purchase-price (ie. the value-of-stock-on-hand will be divided by the units-on-hand). If this is found to be zero or negative, or if the units-on-hand is zero, the program will use the last-purchase-price as a last resort. The exact method used can be set here to suit the needs of your company by choosing a number from 1 to 6.

Option 7 is a special facility that stops HiFinance from calculating cost-of-sales at all. This is reserved for companies that wish to manually update the Stock-on-hand and Cost-of-sales General Ledger accounts. If you use Inventory as a look-up-table rather than keeping track of real stock, or if you are a manufacturer, where stock is counted rather than calculated, use option 7.

ALLOW NORMAL STOCK TO GO NEGATIVE? ........... (Y+/N-/A) [ ]

Normally, HiFinance will not allow you to invoice more stock than you have on hand. This stops you from crossing zero, which can cause the cost-of-sales calculations to become confused. If you wish to disable this check, choose Y. If you choose A, HiFinance will warn you that you will be going into negative stock, but will not stop you. This flag refers to “normal” Inventory items, i.e. those that are bought and sold, not manufactured by Bill-of-Materials. The Bill-of-Materials items are handled separately.

ALLOW BOM STOCK TO GO NEGATIVE? .............. (Y+/N-/A) [ ]

This flag is the same as the one above except that it refers to items created by Bill-of-Materials transactions. HiFinance specifically isolates these items on the basis of them having a BOM record (not that the stock was actually created by BOM). This function allows you to allow your staff to sell normal stock below zero but to be stopped from invoicing an item that should have been manufactured from components internal to your company.

WARN IF INVOICING AT LESS THAN COST PRICE? ..... (Y+/N-) [ ]

This option will make HiFinance display a warning if you try to invoice an item below its cost price (as defined by the cost-of-sales calculation method, defined above).

DEFAULT UNIT-OF-MEASURE WHEN ADDING INVENTORY CODES? [ ]

What ever you enter here will be pre-loaded into the unit-of-measure field when you create a new Inventory item. You may leave this field blank. By default, the value is EACH.

USE STOCK INSTEAD OF INV FOR <F3> IN MENUS? .... (Y+/N-) [ ]

Standard HiFinance displays INV on the bottom of the menu screens. This refers to Inventory and, if you press <F3>, you will be transferred to the INVENTORY MENU. If you find the literal INV confusing, you can enter a Y for this option and the literal will change to STOCK. Only the MAIN MENU will be affected. All other references to Inventory will remain unchanged. The change will not take effect until you return to the PASSWORD ENTRY routine.

CARRY CODE DURING INVENTORY ADD? ............... (Y+/N-) [ ]

Normally, HiFinance blanks the code when you enter a new record. Some companies add Inventory in groups, eg same style but with different colours. To facilitate this, enter a Y here. HiFinance will then carry the stock code between one INVENTORY ADD and the next.

ALLOW SAME-AS IN INVENTORY ADD? ................ (Y+/N-) [ ]

Sites that have a small number of unique Inventory items, but wish to enter a large number of codes use this option. These individual items might be distinguished by a serial number or deliver code (as in a simple FIFO system). If you enter Y here, you will be able to press <F1> during Inventory Add and then you will be asked for another Inventory code. When you enter this code, HiFinance will fill all the empty fields on the screen with the values from the “template” item. The stock code and any sales totals, etc will not be carried across. If you have entered any fields already, HiFinance will skip these. This allows you to, for instance, put the “template” in a special group (for reporting) and still have the default group inserted into new items.

CARRY SPECIAL PRICES TO SUB-DEBTORS? ........... (Y+/N-) [ ]

When you add a special price, linking a Debtor to an Inventory item (see SECTION 3.5.1) you have the choice to automatically have this apply to every sub-account. Eg If you choose to enable this option, and you have entered a special price for TEST, it will also apply to TEST/VIC, etc. If you have not enabled this option, you will be able to setup individual special prices for every sub-account. Note that if you enable this option, any special price you have entered for a sub-account will be ignored.

TEST FOR BARCODE WHEN SEARCHING INVENTORY? ..... (Y+/N-) [ ]

This option is for those companies that mostly use Inventory barcodes and enter those barcodes through readers and wands. If you enter Y here, HiFinance will initially test the Inventory code for an exact match to a barcode. If one is found, the barcode will be replaced by the corresponding Inventory code and the program will then continue normally. The barcode must match case if it contains alphabetic characters. If no match is found, the normal search routines will be initiated. This function requires additional file access. This might be a problem across slow networks or phone connections. It may be turned off by entering N.

ALSO TEST FOR OTHER-KEY 1/2/3? ................. (Y+/N-) [ ]

Refer to the previous question. If you have a system where you can get Supplier barcodes as well as your own barcodes, or perhaps there are multiple stores that use different barcodes, or several suppliers that have different barcodes but refer to the same stock code, you can use this option to make HiFinance search any, or all, of the inventory other-keys in the same way that it searches for barcodes. Searching is always in the order 1, 2 and then 3. It is not necessary to enable all of the tests. In fact, do not enable any test that you do need (including the initial barcode test, above) as each test takes several disk accesses and so can slow the system.

DISPLAY INVENTORY NOTES FIRST IN ENQUIRIES? .... (Y+/N-) [ ]

Normally when you display an Inventory item in Enquiries (see SECTION 3.2), the sales information is displayed first. If you enter a Y here, this will be first overlayed by any notes (entered via Maintenance) pertaining to the current Inventory item. When you press any key, the notes will disappear (but can still be redisplayed by <F4>). This function is useful when notes are extremely important for enquiries and you what anyone who displays Inventory information to be forced to see the notes.

ASK FOR G/LEDGER CODE IN INV. ADJ & REVAL? ... (Y+/N-/A) [ ]

This option relates to Inventory Data Entry, specifically ADD/SUBTRACT STOCK (see SECTION 3.3.1) STOCKTAKE ENTRY (see SECTION 3.3.2) and INVENTORY REVAL (see SECTION 3.3.3). Normally these update the General Ledger Stock-on-hand account and then either the Inventory Adjustment account or the Inventory Revaluation account. These accounts are defined in CONTROL ACCOUNTS (see SECTION 6.5.2). If you wish to have more control over the posting of the Adjustment/Revaluation side of the transaction, enter either a Y or A here. Both these options will allow you to enter your own account number each time you enter a transaction. This can be useful when allocation production costs to specific income centres. The difference between A and Y is that the A option will present you with a zero General Ledger account so that you are forced to enter a value, while the Y option does not clear the account, thus initially it will default to the value in CONTROL ACCOUNTS and then will hold the value you enter until you exit to the MENU. If you enter N here, you will not be able to change the value, as defined in CONTROL ACCOUNTS.

ASK FOR LOCATION WHEN CONVERTING ORDERS? ..... (Y+/N-/A) [ ]

This option is only relevant if you are using multi-location stock. When you enter a Sales Order you may not know which store it is to be sent from. You can then enter a nominal location and change the actual location when you create the invoice. This procedure is practical if you have a short invoice, say one or two lines. However, if you often have very long invoices, the procedure can become tedious. You can enable the current option and you will be asked for a Location. This location will globally change all lines on the order as they are converted. The original order will still show the original locations. Once you have the order read in, you can still change individual lines in the normal way. If you enter N here, the option will be disabled completely. If you enter Y, you will always be asked for a location, which will thus always override the location entered on the Sales Order. If you enter A, you will be asked each time you enter an Invoice as to whether you wish to globally change the Location or not.

SUPPRESS PRINTING OF LOCATION ON INVOICES? ..... (Y+/N-) [ ]

This option is only relevant if you are using multi-location stock. When you print an Invoice, Credit-note, order, etc, the location number appears next to the stock code. This is useful when you intend to pick stock from the invoice, etc. If you wish to suppress this, enter Y here.

WARN IF NOT ALL STOCK IS IN LOCACTON 1? . ...... (Y+/N-) [ ]

This option is only relevant if you are using multi-location stock. Answering Y here will cause searches and Inventory enquiries to display a warning if not all the stock is in location 001. This warning indicates that you might have to pick from a warehouse other than the main one. There is some extra processing involved, so response might be slowed on slow networks. Turn this option on if it helpful.

UPDATE INVENTORY SALES FROM ADD/SUBTRACT BOM? .. (Y+/N-) [ ]

This option is only relevant if you are using Bill-of-Materials. Normally the units and value sold (for each stock item) is only updated buy the invoicing program. If you enter Y here components used in the manufacture of assemblies will have their sales totals updated when the assembly is created. This effectively turns UNITS-SOLD and VALUE-SOLD into UNITS-USED and VALUE-USED, respectively, in Inventory Enquiries, for each component, and all inventory reports.

DEFAULT PRICE CODE? .............................. (1-8) [ ]

HiFinance allows for 8 standard prices. The default invoice price is entered on the Debtor record. What every you enter here will be pre-loaded into the price-code field when you create a new Debtor.

DEFAULT DEBTOR GROUP? .................... [ ]

What ever you enter here will be pre-loaded into the Debtor-group field when you create a new Debtor. You may leave this field blank.

DEFAULT SALESMAN? .................................... [ ]

What ever you enter here will be pre-loaded into the Salesman field when you create a new Debtor. You may leave this field blank.

DEFAULT SALESMAN DURING INVOICING? ................... [ ]

This function is an extension of the one above. When Invoicing (or Credit Notes, Sales Orders) the Invoice will default to the Debtor as specified on the Debtor Master-file. You have the option to override this default Salesman at invoicing by setting the appropriate option (see above). Normally, when you set the option to override, the Salesman will default to that on the Debtor master-file and then you can change it. If you want it to default to something else, enter a Salesman’s code here. This option gives you the flexibility to assign a Salesman to a Debtor (for reporting facilities) and still default the invoice to, say, the Showroom. If you leave this field blank, its function is completely ignored and Invoicing will default to the Debtor’s Salesman field. Note that you can set this function even though you might leave the preceding function blank.

DEFAULT CREDITOR GROUP? .................. [ ]

What ever you enter here will be pre-loaded into the Creditor-group field when you create a new Creditor. You may leave this field blank.

DEFAULT INVENTORY GROUP? ................. [ ]

What ever you enter here will be pre-loaded into the Inventory-group field when you create a new Inventory item. You may leave this field blank.

DEFAULT INVENTORY LOCATION? .......................... [ ]

What ever you enter here will be pre-loaded into the location field when you invoice an Inventory item. You may leave this field blank. This option is only relevant if you are using the multi-location option. This global setting can be over-ridden user by user, by setting the appropriate option in the PASSWORDS section, see SECTION 7.1.4.

DEFAULT JOB COST GROUP? .................. [ ]

What ever you enter here will be pre-loaded into the Job Cost group field when you create a new Job Cost item. You may leave this field blank. This option is only relevant if you are using the Job Costing option.

DEFAULT JOB SOURCE CODE? ................. [ ]

What ever you enter here will be pre-loaded into the location field when you invoice an Job Cost item. You may leave this field blank. This option is only relevant if you are using the Job Costing option.

DEFAULT TAX RATE? ...................................... [ ]

HiFinance allows for 8 tax rates. The default rate is entered on the Inventory record. What ever you enter here will be pre-loaded into the tax field when you create a new Inventory item.

PRICE CODE DESCRIPTION? ....................... [ ]

There are 8 price codes in HiFinance. Wherever these prices are displayed or printed, the heading are picked up from what you enter here. You can enter something as simple as 1 through 8 or you can use this to define RETAIL, WHOLESALE, or the name of a group you sell to, etc. For aesthetic reasons, it is best to right-justify the entries you make here. That is, leave spaces and push the description up against the right hand side of the field. This looks better on reports. Where necessary, HiFinance will automatically left-justify the fields, eg in INVOICING HiFinance will left-justify when displaying the function keys but will leave the fields right-justified in the price table, see SECTION 1.3.1.

G/LEDGER QUICK LOOKUP 1 .... DESC [ ] ACCOUNT [ ]

There are 8 General Ledger codes that you can define as Quick Keys in General Ledger Enquires. There is a default set entered for you that includes Trade Debtors, Bank, etc. You may then change this list to whatever is suitable for your company. The entries you make here appear when you are asked for a General Ledger Code in Enquiries. The list is global, ie. it affects all users. Note that entries must be made in pairs, ie. you must enter a description and an account, or leave out both, however not all 8 entries need to be filled.

DESCRIPTION OF DEBTOR SPARE SORT KEY 1/2/3 ? .. [ ]

HiFinance allows for three user-definable sort keys. These can be used in reports to separate Debtors. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, DEPARTMENT. If you leave the field blank, HiFinance will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

DESCRIPTION OF CREDITOR SPARE SORT KEY 1/2/3? . [ ]

HiFinance allows for three user-definable sort keys. These can be used in reports to separate Creditors. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, TYPE. If you leave the field blank, HiFinance will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

DESCRIPTION OF INVENTORY SPARE SORT KEY 1/2/3 ? [ ]

HiFinance allows for three user-definable sort keys. These can be used in reports to separate Inventory items. The name of this field is defined here. Any value up to 10 characters is valid. Examples include LOCATION, ORIGIN. If you leave the field blank, HiFinance will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

FORCE AUSTRALIAN POSTCODE RANGES? .............. (Y+/N-) [ ]

Answering Y here will force HiFinance to reject any postcode which in not in the range 0-999 or 2000-7999. This is generally the range of postcodes allowed in Australia. Recently, Australia Post has introduced codes 8000 and above to allow for large city buildings. If you wish to use these new numbers, answer N here. You will then be able to enter any number from 0 to 99999. Postcodes are still required to be numeric, so U.S.A. style alphanumeric ZIP codes are not accepted in HiFinance.

AUTO-SEARCH WHEN KEY DOES NOT MATCH? ........... (Y+/N-) [ ]

If you choose Y here, HiFinance will automatically initiate a search when you enter a key (such as Debtor code) which does not exactly match any record on file. This is useful if you wish to be able to enter partial codes. If you choose N, you will need to initiate searches by <F9> always.

CARRY LAST KEY FROM ONE FUNCTION TO NEXT? ...... (Y+/N-) [ ]

If you choose Y, HiFinance will remember the last Debtor, Creditor, etc. code you used and offer this as the default. If you choose N, the code will always initiate to blank or zero (depending on the field type). Choosing Y is useful if you often add a new Debtor and then invoice them, for instance. If you spend most of your time in Invoicing, N might be a better choice.

ALLOW BLANK KEY TO START AT BEGINNING OF FILE? . (Y+/N-) [ ]

Choosing Y here will cause HiFinance to start searching at the beginning of the master-file. Choosing N will cause HiFinance to treat a blank key as an error.

FOLD ALPHA-NUMERIC KEYS TO UPPER-CASE? ......... (Y+/N-) [ ]

Alphanumeric codes can be entered in both upper and lower case. HiFinance normally treats Bloggs and BLOGGS as different keys. This might be useful in some circumstances. However, if you would prefer to be able to enter master-file codes in either case and still have them treated in a non case-sensitive way, choose Y. This will cause all alphanumeric codes to be folded into their upper case equivalents before being saved or tested. Care should be exercised when changing from N to Y as you might not be able to get to some codes that are the same except for case.

SUPPRESS DATE ENTRY AT LOG-IN? ................. (Y+/N-) [ ]

Earlier versions of HiFinance asked for the date upon start-up. As virtually all PC’s now have real-time clocks, HiFinance can automatically pick-up the computer’s date as the default date for invoicing and reports, etc. If you choose Y here, you will not be asked for the date at start-up but you can still change the date in the UTILITES (see SECTION 7.4). For companies who post enter transactions, it might be convenient to still be asked for the date each time.

SUPPRESS AUDIT REPORT GENERATION? .............. (Y+/N-) [ ]

HiFinance has the ability to print an Audit Trail. This is a simple backing sheet format, which lists every transaction and change made during the day. (See SECTION 7.5.) If this report is not required, choose Y. This will allow HiFinance to update slightly faster and will save disk space. Choosing Y will not automatically remove any current files. To clean up the disk, both print and delete the current Audit Trail or manually delete the files FHIF90.DAT and FHIF90.IDX.

SUPPRESS DEPOSIT SLIP GENERATION? .............. (Y+/N-) [ ]

Every time you enter a receipt, a transaction is written to a special file ready for printing on a deposit slip. If you enter Y here, no deposit slip will be generated, the file will not be created and the deposit information (eg BANK, BRANCH, etc.) will not be asked for. Choosing Y will not automatically remove any current files. To clean up the disk, both print and delete the current Deposit Slip or manually delete the file FHIF52.DAT.

POST AUTO-JOURNAL MAIL TO WHICH USER-CODE? .... [ ]

If you use the Auto-journal functions (in Debtors, Creditors or General Ledger) you have the option to post a warning via HiFinance’s internal mail system to a user. Enter the user code here. The default is SUPERVISOR.

ALLOW POSTING AFTER PERIOD 27? ................. (Y+/N-) [ ]

HiFinance maintains 27 accounting periods. When you have passed the third period of next-year, you should run an END-OF-YEAR to shift the information back 12 periods. Normally, HiFinance will stop you from processing any further transactions past period 27. If you wish to remove this restriction temporarily or permanently, choose Y.

USE LONG FORMAT REPORTS WHERE POSSIBLE? ...... (Y+/N-/A) [ ]

HiFinance, by default, uses reports that fit on 8” wide paper. This limits the reports to about 130 characters per line (in condensed print). For backward compatibility to earlier versions, some of the wider reports have been maintained, as an option. To only use the narrow formats choose N. To always use the long formats, where they are available, choose Y. If you choose A, HiFinance will ask you which report format you wish to use, each time you attempt to print a report that can be printed in both formats.

ENABLE MULTIPLE BANKS? ....................... (Y+/N-/A) [ ]

Normally, HiFinance uses one bank and the details are entered through the DEPOSIT SLIP DETAILS (see SECTION 7.2.7.2). The upper and lower limits of cheque numbers are entered in the system setup (<Shift><F10> from the log in screen). If you enter a Y here, this is all suppressed and replaced by the facility to enter any number of banks. These are attached to General Ledger accounts and the bank information is entered through GENERAL LEDGER MAINTENANCE (see SECTION 6.1). The bank account setup in the CONTROL ACCOUNTS screen (see SECTION 6.5.2) now only sets up the default bank account.

AUTO-EXIT FROM MAIN MENU? ...................... (Y+/N-) [ ]

Normally HiFinance will exit the main menu and return you to the password entry screen. This is so that you can change usercode’s without exiting the system. This is particularly useful if you are loging in from a remote site. In this case, you can change your usercode without dropping the line and having to re-login. If this extra step is too much of a delay for you, you can answer Y here and HiFinance will exit immediately when you press <F10> from the MAIN MENU.

SUPPRESS MOUSE? ................................ (Y+/N-) [ ]

There are many places in HiFinance where the Mouse is active. These include Maintenance Screens, the Main Menu, Scroll Screens, etc. Some versions of Operating Systems do not handle this correctly and might lock the screen. For these, set the option to Y.

SPECIAL LOGO FORMAT? ................................. [ ]

If you have a special logo, you will have been assigned a code that must be entered here to activate your special program. For the standard logo, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL INVOICE FORMAT? ................................ [ ]

If you have a specially formatted invoice, you will have been assigned a code that must be entered here to activate your special program. For the standard invoice format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL SALES ORDER FORMAT? ............................ [ ]

If you have specially formatted Sales Order stationery, you will have been assigned a code that must be entered here to activate your special program. For the standard Sales Order format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting. The Invoice and Sales Order formats are often set to the same letter.

SPECIAL PICKING SLIP FORMAT? ........................... [ ]

If you have specially formatted Picking Slip stationery, you will have been assigned a code that must be entered here to activate your special program. For the standard Picking Slip format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL RECIPIENT CREATED INVOICE FORMAT? .............. [ ]

This option refers to printing of Invoices from Creditors. These are generated for suppliers who might not have the facilities to generate an invoice themselves. If you have a specially formatted invoice, you will have been assigned a code that must be entered here to activate your special program. For the standard invoice format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL PURCHASE ORDER FORMAT? ......................... [ ]

If you have specially formatted purchase order stationery, you will have been assigned a code that must be entered here to activate your special program. For the standard purchase order format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting. The sales order and purchase order formats are often set to the same letter.

SPECIAL STATEMENT FORMAT? .............................. [ ]

If you have a specially formatted statement, you will have been assigned a code that must be entered here to activate your special program. For the standard statement format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL CHEQUE FORMAT? ................................. [ ]

If you have a specially formatted cheque, you will have been assigned a code that must be entered here to activate your special program. For the standard cheque format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL RECEIPT FORMAT? ................................ [ ]

If you have a specially formatted receipt, you will have been assigned a code that must be entered here to activate your special program. For the standard receipt format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL REMITTANCE ADVICE FORMAT? ...................... [ ]

Some cheque formats include a remittance advice portion. This is set by the options above. If you have a separate or a specially formatted remittance advice format, you will have been assigned a code that must be entered here to activate your special program. For the standard format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

SPECIAL DEBTOR LABEL FORMAT? ........................... [ ]

If you have a special label format written for your company, you will have been assigned a code that must be entered here to activate your special program. For the standard format, leave this option blank. This option should be set when you receive your copy of HiFinance. Normally, you should not alter the setting.

PRINT DEBTOR INVOICES? ....................... (Y+/N-/A) [ ]

If you always print invoices, choose Y. If you never print invoices, choose N. If you sometimes print invoices, choose A and you will be asked each time you enter an invoice as to whether you wish to print it. The value you choose here does not affect your ability to reprint invoices from DEBTOR ENQUIRIES.

PRINT DEBTOR RECEIPTS? ....................... (Y+/N-/A) [ ]

If you wish to enable printing of Debtor Receipts, choose Y. If you sometimes print Receipts, choose A and you will be asked each time you enter a Receipt as to whether you wish to print it.

PRINT SALES ORDERS? .......................... (Y+/N-/A) [ ]

If you always Debtor Sales Orders, choose Y. If you never print Orders, choose N. If you sometimes print Orders, choose A and you will be asked each time you enter an Order as to whether you wish to print it. The value you choose here does not affect your ability to reprint Orders from DEBTOR ENQUIRIES.

PRINT PICKING SLIPS? ......................... (Y+/N-/A) [ ]

This option is only relevant for certain Sales Orders print formats. Where available, this option allows you to choose to print a Sales Order in Picking Slip format. The N option turns the function off, the Y option turns it on for all orders, and the A option allows you to choose each time you print. The option to print Sales Orders must be turned on for this to function. The printer used is always the one labelled ALT. PICKING SLIPS / DOCKETS.(See SECTION 7.1.3.1).

PRINT PURCHASE ORDERS? ....................... (Y+/N-/A) [ ]

If you always print Creditor Purchase Orders, choose Y. If you never print Orders, choose N. If you sometimes print Orders, choose A and you will be asked each time you enter an Order as to whether you wish to print it. The value you choose here does not affect your ability to reprint Orders from CREDITOR ENQUIRIES.

PRINT CREDITOR CHEQUES? ........................ (Y+/N-) [ ]

If you wish to enable printing of Creditor Cheques, choose Y.

PRINT GENERAL LEDGER RECEIPTS? ................. (Y+/N-) [ ]

If you wish to enable printing of General Ledger Receipts, choose Y.

PRINT GENERAL LEDGER CHEQUES? .................. (Y+/N-) [ ]

If you wish to enable printing of General Ledger Cheques, choose Y.

PRINT PAYROLL CHEQUES? ......................... (Y+/N-) [ ]

If you wish to enable printing of Payroll Cheques, choose Y.

The next few switches only relate to sites using the Report Server Software option. If you are not using this add-on, the switches are ignored. If you choose to use the Report Server Software, you may also need to enter the printer path in ASSIGN LOCAL PRINTERS (see SECTION 7.1.3.1) and the logo path in COMPANY DETAILS (see SECTION 7.1.1).

FAX DEBTOR INVOICES WHERE POSSIBLE? ............ (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when printing an INVOICE or CREDIT-NOTE from the DEBTOR DATA ENTRY MENU. You must, of course, enable printing of invoices (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL INVOICE FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard invoice formats.

FAX REPRINTED DEBTOR INVOICES WHERE POSSIBLE? .. (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when reprinting an INVOICE or CREDIT-NOTE from the DEBTOR ENQUIRY MENU. You must, of course, enable printing of invoices (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL INVOICE FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard invoice formats.

PRINT COMPANY DETAILS ON FAX-FORMAT INVOICES? .. (Y+/N-) [ ]

This option is only relevant if you have chosen to print INVOICES in fax/email format, i.e. you have entered a Z in the SPECIAL INVOICE FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the INVOICE. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your invoices exactly as they appear in faxes and emails, enter a Y here. This option applies to CREDIT-NOTES also. It also applies equally to printing and reprinting of INVOICES and CREDIT-NOTES. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN PRINTING INVOICES? ..... (1/2/3/A) [ ]

This option only refers to printing of invoices from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print delivery or office copies of each document, as well as a copy for the customer.

FAX SALES ORDERS WHERE POSSIBLE? ............... (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when printing an SALES ORDER from the DEBTOR DATA ENTRY MENU. You must, of course, enable printing of orders (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL SALES ORDER FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard order formats.

FAX REPRINTED SALES ORDERS WHERE POSSIBLE? ..... (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when reprinting an SALES ORDER from the DEBTOR ENQUIRY MENU. You must, of course, enable printing of sales orders (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL SALES ORDER FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard order formats.

PRINT COMPANY DETAILS ON FAX-FORMAT S/ORDERS? .. (Y+/N-) [ ]

This option is only relevant if you have chosen to print SALES ORDERS in fax/email format, i.e. you have entered a Z in the SPECIAL SALES ORDER FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the SALES ORDER. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your sales orders exactly as they appear in faxes and emails, enter a Y here. This option applies equally to printing and reprinting of SALES ORDERS. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN PRINTING S/ORDERS? ..... (1/2/3/A) [ ]

This option only refers to printing of sales orders from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print an office copy of each document, as well as a copy for the customer.

FAX STATEMENTS WHERE POSSIBLE? ................. (Y+/N-) [ ]

If you are using the option to print Statements, you should answer Y here. This will cause HiFinance to export the data to the faxing interface programs if the Debtor has a Fax Number inserted in the appropriate field (see SECTION 1). If the Debtor has no fax number, HiFinance will automatically print the Statement in the format defined above. If you are not using this option, you should always answer N here.

PRINT COMPANY DETAILS ON FAX-FORMAT STATEMENTS? (Y+/N-) [ ]

This option is only relevant if you have chosen to print STAEMENTS in fax/email format, i.e. you have entered a Z in the SPECIAL STATEMENT FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the STATEMENT. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your sales orders exactly as they appear in faxes and emails, enter a Y here. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN PRINTING STATEMENTS? ... (1/2/3/A) [ ]

This option only refers to printing of statements from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print an office copy of each document, as well as a copy for the customer.

FAX RECIPIENT GENERATED INVOICES WHERE POSSIBLE? (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when printing an INVOICE from PURCHASES from the CREDITOR DATA ENTRY MENU. You must, of course, enable printing of invoices (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL INVOICE FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard invoice formats.

FAX REPRINTED RECIPIENT INVOICES WHERE POSSIBLE? (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when reprinting an INVOICE from PURCHASE from the CREDITOR ENQUIRY MENU. You must, of course, enable printing of invoices (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL INVOICE FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard invoice formats.

PRINT COMPANY DETAILS ON FAX-FORMAT R/INVOICES? (Y+/N-) [ ]

This option is only relevant if you have chosen to print INVOICES in fax/email format, i.e. you have entered a Z in the SPECIAL INVOICE FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the INVOICE. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your invoices exactly as they appear in faxes and emails, enter a Y here. It also applies equally to printing and reprinting of RECIPITENT GENERATED INVOICES. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN PRINTING R/INVOICES? ... (1/2/3/A) [ ]

This option only refers to printing of recipient generated invoices from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print delivery or office copies of each document, as well as a copy for the supplier.

FAX PURCHASE ORDERS WHERE POSSIBLE? ............ (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when printing a PURCHASE ORDER from the CREDITOR DATA ENTRY MENU. You must, of course, enable printing of orders (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL PURCHASE ORDER FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard order formats.

FAX REPRINTED PURCHASE ORDERS WHERE POSSIBLE? .. (Y+/N-) [ ]

This will cause HiFinance to use the Report Server Software when reprinting a PURCHASE ORDER from the CREDITOR ENQUIRY MENU. You must, of course, enable printing of sales orders (above). This option will only enable faxes and emails. If you wish to use the Report Server Software for printing to a printer, you must enter a Z in the SPECIAL PURCHASE ORDER FORMAT option, above. You can enable this independently, eg you can enable faxing/emailing but still have printing to standard order formats.

PRINT COMPANY DETAILS ON FAX-FORMAT P/ORDERS? .. (Y+/N-) [ ]

This option is only relevant if you have chosen to print PURCHASE ORDERS in fax/email format, i.e. you have entered a Z in the SPECIAL PURCHASE ORDER FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the PURCHASE ORDER. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your purchase orders exactly as they appear in faxes and emails, enter a Y here. This option applies equally to printing and reprinting of PURCHASE ORDERS. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN PRINTING P/ORDERS? ..... (1/2/3/A) [ ]

This option only refers to printing of purchase orders from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print an office copy of each document, as well as a copy for the supplier.

FAX REMITTANCE ADVICES WHERE POSSIBLE? ......... (Y+/N-) [ ]

If you are using the option to print Remittance Advices, you should answer Y here. This will cause HiFinance to export the data to the faxing interface programs if the Creditor has a Fax Number inserted in the appropriate field (see SECTION 2). If the Creditor has no fax number, HiFinance will automatically print the Order in the format defined above. If you are not using this option, you should always answer N here.

PRINT COMPANY DETAILS ON FAX-FORMAT REMITTANCES? (Y+/N-) [ ]

This option is only relevant if you have chosen to print REMITTANCE ADVICES in fax/email format, i.e. you have entered a Z in the SPECIAL REMITTANCE ADVICE FORMAT option. By default, if there is no logo file defined, HiFinance will insert your company’s name and address, as text, at the top of the REMITTANCE ADVICE. This is the correct behaviour for faxes and emails but if you wish to use the same format for printing, and you wish to print on your letter headed stationery, you can enter a N here to completely suppress the printing of your company’s details (including any logo file). If you wish to print your remittances exactly as they appear in faxes and emails, enter a Y here. This option has no effect on documents that are faxed or emailed.

NUMBER OF COPIES WHEN R/ADVICES? ............. (1/2/3/A) [ ]

This option only refers to printing of remittance advices from the Print Server. You can force HiFinance to print 1, 2 or 3 copies by entering the corresponding number in the box provided. If you enter A, you will be asked each time how many copies you wish to print, just before printing of each document starts. This is useful when you wish to print an office copy of each document, as well as a copy for the supplier.

SEND COVER-SHEET WITH FAXES? ................... (Y+/N-) [ ]

You can choose to send a cover-sheet with any faxes you send. This will cause at least 2 pages to be printed at your customer’s or supplier’s end. Most sites choose to suppress cover-sheets to reduce paper use, however, single invoices or statements can be lost or ignored if no cover-sheet is sent. This option does not change the format of the body of the fax in any way. Emails are always sent as an attached PDF file, so cover-sheets are not relevant to emails.

ATTACH NOTES TO FAXES & EMAILS? ................ (Y+/N-) [ ]

This option refers to emails and faxes (when the cover-sheet option is set on). HiFinance will ask for a note to be attached to the fax or email. This allows you to add free format text to the document when it is sent. The note is not saved and only refers to the current print. The information you enter is only printed on the cover sheet. The invoice, etc is not modified. Normal notes will still print on invoices, etc in the usual way.

USE CONTACT NAME IN FAXES? ..................... (Y+/N-) [ ]

This option only affects faxes (produced by the Report Server). The fax is headed with the company name, by default. If you wish to use the contact name field, enter a Y here. Note that some sites use the contact name for other information, so enabling this option should be done carefully.

REPORT SERVER FILES? ..........................

[h:\hf4data\repsvr\xml\ ]

This defines the directory that HiFinance will save its output for the Report Server Software to pickup. The entry displayed above is the default, but you may change it, if required. Note that the Report Server Software must also point to this directory, and the directory itself must exist. Also, it is necessary to create 2 sub-directories under this directory. They must be called ARCHIVE and BADFILE. Archive is where any completed jobs are placed (unless you suppress the option) and BADFILE is where any files that could not be processed, for any reason, are placed. Files may end up in the BADFILE directory if they point to a non-existent printer, etc. Neither if these directories are automatically cleared so they should be inspected from time to time, and cleared, if necessary. The XML directory itself, will be inspected by the Report Server Software. Any files ending in .xml will be processed. Any other files will be ignored and should be removed manually, if necessary.

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